ADMISSIONS OFFICER I

Duke Careers • Durham, NC

12d • $44,766 - $68,340 • Hybrid

About The Position

Established in 1930, Duke University School of Medicine is the youngest of the nation's top medical schools. Ranked sixth among medical schools in the nation, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where interdisciplinary collaboration is embraced and great ideas accelerate translation of fundamental scientific discoveries to improve human health locally and around the globe. Composed of more than 2,500 faculty physicians and researchers, more than 1,300 students, and more than 6,000 staff, the Duke University School of Medicine along with the Duke University School of Nursing, Duke University Health System and the Private Diagnostic Clinic (PDC) comprise Duke Health. a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.Be You.
The Duke Doctor of Physical Therapy (DPT) Program is seeking an Admissions Officer I to join our dynamic Admissions and Orthopaedic Graduate Education (GME) support team. In this role, you will support the full DPT Admissions Cycle while also providing essential administrative and scheduling support to the Orthopaedic GME program. You will play a key part in creating a seamless, informative, and welcoming experience for prospective students, applicants, residents, and medical students.
You will excel in this position if you enjoy managing complex processes, supporting program operations, coordinating events, and building strong relationships across departments. Your work will directly impact the success of future Physical Therapists and Orthopaedic Medical Doctors who will train at Duke.

Requirements

• Bachelor’s degree
• Strong organizational and multitasking skills
• Ability to handle a high-volume, deadline-driven workflow
• Strong communication skills across email, phone, and in-person interactions
• Comfortable working with digital systems, databases, and spreadsheets
• Availability for occasional overnight travel, evenings, and weekends, for events and tours
• Valid driver’s license for occasional travel
• Ability to lift/move event materials (up to ~25 lbs.)
• Participate in occasional overnight travel, evening, and weekend events

Nice To Haves

• Experience with student programming, admissions, advising, or higher education
• Experience with centralized application systems (such as PTCAS or WebAdMIT)
• Strong writing, presentation, and communication skills
• Keen attention to detail
• The ability to pivot as program needs and work schedules change
• Experience coordinating events or supporting program operations
• Comfortable balancing multiple priorities

Responsibilities

• Manage all admissions correspondence with prospective and accepted students.
• Manage the admission email account and phone line
• Support the management of approximately 1200 applications for each Admissions cycle using a Centralized Application System (PTCAS).
• Support the coordination of info sessions and interview days. Manage the correspondence with attendees and assist with online or in-person logistics.
• Maintain communication with invited applicants and process adjustments as needed
• Monitors progress of all admissions decisions; supervises tracking of offers and transcripts, etc.
• Review verified applications for the initial screening of admissions metrics and update applicant status; notify applicants of missing materials and/or when applications are complete
• Manage sign-up process for on-site tours with Admissions Graduate Assistants – troubleshoot any issues that may arise
• Manage swag budget and inventory
• Schedule/Support both virtual and in-person recruiting events for Duke DPT or outside institutions
• Host/facilitate individual interviews on Interview Day
• Organize the events and develop marketing materials (brochures, photography/videography, and booth set-up) with the department's Communications Team and Assistant Director of Admissions.
• Coordinate travel arrangements for out-of-town events.
• Assist with various Duke DPT events – graduation, white coat, Summer Discovery Program, etc.
• Support planning and logistics for the annual Admitted Student Day/Open House
• Provide ideas for table décor at recruiting events
• Manage pre-requisite completion, degree certification, and final transcript submission of incoming students
• Manage Cybersource (application fee payment) and ensure financial documentation is properly reported; issue refunds as needed
• Create and manage incoming class Duke Box folders
• Manage the record keeping for the letters of intent, declining admissions, de-matriculations, and deposits in PTCAS
• Coordinate work and train student volunteers, faculty, and staff as needed
• Maintain open lines of communication with the Duke SISS Office regarding our PeopleSoft system, including setting up the appropriate software and rubrics for processing our data in the system.
• Maintain connections with various people/groups both internally and externally (financial aid office, SISS office, PTCAS/WebAdmit Office and support, pre-health advisors, other admissions offices in the SOM, etc.).
• Manage the evaluation of prerequisites substitution/alternatives by communicating requests to the Director of Admissions and maintaining a record of approvals
• Manage the incoming cohort Canvas page. Assessing for assignment completion and providing pertinent information
• Coordinate initial Duke Student ID cards and activation with the Duke Card Office
• Support the Assistant Director of Admissions with: Identifying key schools and programs for outreach Documenting Admissions Committee meeting minutes Coordinating drop-in hours for prospective applicants
• Create call schedule spreadsheets for collecting call assignments from Orthopaedic residents and Orthopaedic faculty backup call assignments
• Reach out to residents and faculty to collect call schedule assignments
• Input and update call schedules in QGenda on a monthly (or on an as-needed basis)
• Serve as backup for providing verifications when requested from other institutions
• Complete verifications and in good standing letters for residents prior to graduation
• Maintain verification folder on shared drive
• Provide permission numbers to Duke students upon request
• Gather application data for each applicant for leadership review
• Create student composites
• Coordinate and schedule rotations and notify faculty, residents, and students of their assignments
• Request badge and scrub access as needed
• Routinely send Medhub evaluations to students to evaluate faculty and residents
• Create and manage a Qualtrics survey to collect feedback for Course Directors
• Report grades in collaboration with Course Directors
• Coordinate room reservations

Benefits

• Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family-friendly and cultural programs to eligible team members.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level